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Get to know about the duties, responsibilities, qualifications, and skills requirements of an office manager. Feel free to use our office manager job description template to produce your own. We also provide you with information about the salary you can earn as an office manager.

 

Who is an Office Manager? 

How are the day-to-day activities of an office handled? Who bears the wrath and carries the cross when things go wrong in the office? Who is responsible for ensuring decorum in offices? Why is managing an office important? Can there be productivity without effective office management? Over time, office management/managers have become one of the most important groups of employees in an organization. Although the concept of office management keeps sprouting, it still retains its traditional meaning, significance, and denotation. An office and its occupants must remain functional and effective at all times. Without further ado, let’s explore and take a journey into the world of office management and managers.

Office management is a profession or endeavor that involves the evaluation, design, maintenance, and implementation of the process of work in an office to improve and sustain the efficiency and productivity of the organization. Office management constitutes an integral part of the overall administration of most companies and businesses. Also, it is part of the general management function of a firm since its elements revolve around forecasting, organizing, controlling, commanding, planning, and coordinating the daily activities of individuals in an office. These activities are coordinated and managed to achieve set objectives and ensure the effectiveness, improved performance, and efficiency of the overall office work. Moreover, the success of businesses and firms depends largely on the efficacy of their office work; hence, the need for premium office management. Relatively, there is a manifold increase in the volume of paperwork in offices today due to population explosion, industrialization, and government control and policies. Therefore, efficiency and effectiveness can only be achieved through proper planning, control, staffing, and management of offices. The process or art of office management is carried out by highly skilled, disciplined, trained, and effective professionals popularly known as office managers.

An office manager is simply defined as an individual that facilitates the efficient and smooth functioning or running of an office through a series of clerical, administrative, and managerial tasks. Office managers monitor and review systems and focus on specific and unique outcomes such as turnover, sales, and improved timescale to mention but a few. The office manager is liable for several duties such as allocating roles to office staff, recruitment, and training of staff, issuing assignments and projects to staff, and supervising or managing a team of administrators. Depending on the business or organization, the duties of an office manager vary and may include bookkeeping, business process mapping, facility management, and database management amongst others. Office managers must be competent and knowledgeable to make good decisions, solve problems, manage time, and be creative, resourceful, assertive, and flexible to meet the needs of the office, role, and organization at large. In addition, the office manager schedules meetings and appointments; makes office arrangements and supplies; offers excellent services to customers and visitors, and provides administrative support and assistance to employees. They are held accountable for the success or otherwise of the day-to-day operation of the office.

Furthermore, office managers solely and sometimes jointly supervise administrative support workers including secretaries, office clerks, and messengers. They coordinate other administrative support activities as well. An advantage of the profession is that graduates are employable having passed through rigorous educational and professional training while in school. Similarly, office managers can be employed and work in all types of businesses, companies, or enterprises. An office manager can head the entire office in a small firm or provide administrative support and expertise in a department or unit of a large firm. Either way, the office manager directs and ensures that workers and employees perform their duties efficiently without hitches. An important aspect of the daily operations of office managers is that they decide what kind of administrative support is necessary for an office, as well as the needed qualifications and skills for a particular job or project. Office managers in most offices participate in the hiring of administrative support staff and decide or choose employees that are eligible for promotions or pay rise. They devise working conditions and determine training programs for new and current employees. To achieve maximum efficiency, office managers often redefine duties to make sure that job duties are not unnecessarily duplicated in an office.

Additionally, most organizations mandate office managers to devise new jobs or eliminate existing jobs as the case may be. For example, an office manager might decide to hire an individual to focus on filing if a receptionist has too much filing to do in an office. This way, the receptionist can focus on greeting visitors and answering phone calls. They plan and develop work schedules and decide how much time is needed to do each job in the office. The office manager can suggest and purchase machinery and equipment that can make work more efficient; they report on the progress made by their units to senior management whilst serving as liaisons between senior management and administrative support. An integral part of an office manager’s everyday job includes intra-office communication protocols, administrative procedure streamlining, inventory control, and office damage control. Office managers are viewed as energetic professionals with the capacity and ability to wear multiple hats. They are experienced in handling executive-related tasks and able to work independently with minor or no supervision. The typical workday and work environment of office managers might vary from one day to another. Today, they may be scanning resumes to employ new workers; another day, they might be taking inventory of current office supplies and placing orders for needed materials.

                                             

Office Manager Job Description

Below are the office manager job description examples you can use to develop your resume or write an office manager job description for your employee. Employers can also use it to sieve out job seekers when choosing candidates for interviews.

The duties and role of the office manager vary according to the size of the employing organization. The responsibilities encompass health and safety checks, arranging meetings, staff management, and administrative tasks. The office manager is responsible for planning and coordinating anything that is part of the office routine and culture. Unlike before, office managers are no longer there just to ensure people wash their dishes after lunch, buy office supplies, or fix broken printers and furniture. They are now essential for employee retention, safety, and more. Hence, an office manager is expected to perform the following tasks;

• Help in the achievement of set target: Targets or goals are results in quantitative terms which are to be achieved in a given time. The office manager ensures that workers under him/her realize the goals and directs their efforts towards the attainment of these targets.
• Minimize costs: Office costs can be reduced under the guidance and control of effervescent office managers. The office manager must ensure that the office activities are performed in the best and cheapest way. Remember, cost reduction is one of the objectives of most organizations and management which can be achieved through work simplification and mechanization.
• Use resources optimally: The office manager must ensure the effective utilization of resources. They will make sure that scarce resources are put to optimal use through appropriate coordination and integration.
• Ensure a smooth flow of work: Uninterrupted flow of work can only be possible with proper planning and control. Office managers should ensure an effective and smooth flow of work.
• Manage survival and growth: Office managers play important roles in keeping the firm alive and kicking. Changes in technology, methods, and techniques must be anticipated and planned for, and adapted to enhance growth. The office manager molds the firm in such a changing environment.
• Help in maintaining efficiency in the office: An office manager helps to maintain efficacy and efficiency in an office. They not only perform and produce results but do it most effectively and efficiently to contribute towards profit generation.
• Provide innovation: The process of innovation involves finding different, better, and new methods of performing work. The office manager promotes innovation by adhering to and listening to suggestions from customers, information from sales personnel, and closely watching competitors’ activities.
• Provide leadership: Office managers will provide leadership through influencing and guiding office workers to work willingly to achieve the company’s goals.
• Participate in retaining talent and inculcating a sense of loyalty among office staff: An offer manager will assist in employee retention by providing incentives and ambiance at work. Also, office managers will motivate hardworking employees by recognizing, highlighting, and appreciating their talent and inputs.
•  Maintain public relations: The office manager will enhance and improve public relations and increase the goodwill of the firm by dealing with customers’ grievances, complaints, and queries.
• Organize and attend meetings.
• Arrange transportation and accommodation or appointments for staff members.
• Prepare letters, reports, and presentations.
• Supervise and monitor clerks, secretaries, and administrative staff.
• Liaise with staff, suppliers, and customers.
• Ensure the office environment and procedures meet health and safety regulation standards.
• Handle staff recruitment and appraisal.
• Organize the office layout and order stationery and equipment.
• Partner with the human resource to update and maintain office policies as required.
• Ensure that all items are invoiced and paid on time.
• Coordinate with the IT unit on all office equipment.
• Manage relationships with vendors, service providers, and landlords.
• Establish a historical reference for the office by outlining procedures for protection, retention, record disposal, retrieval, and staff transfers.

Qualifications

Office managers use soft and hard expertise to facilitate and support a business office. You can become an office manager by receiving the education, training, and experience needed to succeed in the position. Below are the major qualification requirements for the role of an office manager;

Training and work experience: There is no formal training required to become an office manager. However, these professionals will need to have the previous office and clerical experiences and on-the-job training to succeed. Some employers prefer candidates with previous experience in book or record-keeping in real estate, finance, and other related fields. Crucially, most employers prefer applicants with industry-specific experience and training. For example, a construction company may favor a candidate with previous office management experience in a construction firm. Industry-specific training can be gained through general administrative and office positions in the industry in which you want to work. Conclusively, five years of experience is preferable for most office manager roles.

Education: For an entry-level position, the candidate must have a minimum of a high school diploma or equivalent. Notably, most employers prefer candidates with a bachelor’s degree in human resource management, business administration, or information management. A master’s degree in office management is an added advantage.

Certifications: Although not mandatory or compulsory, certifications in office management and other related fields can help you to demonstrate your administrative and leadership prowess. Arguably, certifications put you above other candidates with similar qualifications vying for the same position. Examples of relevant industry-based certifications are;

• Facilities management professional and the certified facility manager.
• Certified records manager
• Information governance professional certification.

Proficiencies: An excellent ability to use office management equipment and technology is desirable. Also, employers prefer candidates with proficiency in Microsoft Word, Excel, Outlook, and PowerPoint.

                                       

Essential skills

Since an office manager is in charge of the daily office practices and processes, certain essential skills are required. Such skills are crucial and enable the office manager to oversee administrative employees, keep track of important documents, and make necessary plans for upcoming events in the office. Useful skills for office managers include;

• Decision-making and process management skills.
• Attention to detail and flexibility.
• Leadership and communication skills.
• Business acumen and technology savvy.
• Collaborative and prioritization skills.
• Administrative and organizational skills.
• Problem-solving skills and self-assurance.
• Planning and analytical skills.
• Time management skills and ability to think out of the box.
• Interpersonal and budgeting skills.

 

How to Become an Office Manager

An individual might have to start as an administrative support staff before ascending to the role of an office manager in some organizations; while long years of previous experience in office management can get you outright appointment as an office manager in other organizations. In other firms, you may work as an administrative assistant to develop and build office management-related skills. Regardless of the permutation, follow these steps to become an office manager;

• Complete an educational program: A bachelor’s degree in office management and other related subjects such as facility management and business administration is useful to strengthen your resume and application for an office manager role.
• Obtain a certification: Some employers prefer an administrative service certification. Achieving and completing a certification program can strengthen your application even further.
• Apply for an administrative position: Get a role as an administrative assistant; this will give you the necessary experience required to become an office manager. Moreover, it is beneficial to work in an entry-level role in the same industry in which you want to work as an office manager.
• Develop and demonstrate leadership qualities: Next, use your administrative position to hone and harness leadership and management skills. Take on additional responsibilities as requested and use the opportunity to highlight your organizational skills when available.
• Apply for an office manager position: After completing your education, certification, training, and gaining sufficient experience, you can start applying for office manager positions. Ensure that your skills are highlighted and your ability to manage offices and personnel are demonstrated in your resume and cover letter.

 

Where to Work

An office manager can be employed by any organization that runs an office; from a small business to public bodies and multinational corporations. Typical organizations that employ office managers include;

• Hospitals and legal firms.
• Educational establishments such as schools, universities, and colleges.
• The central government, small businesses, and financial organizations.
• Local authorities and charities.
• Manufacturers, building, and construction companies.
• Private healthcare organizations.
• Community groups and social work organizations.
• Entertainment, creative, media, and leisure industries.
• Engineering firms and transport companies.
• Retailers, wholesalers, and distributors across all branches of the industry.
• Scientific and research organizations.
• Security services and public utilities including electricity, water, telecommunication, and gas providers.

                                   

Office Manager Salary Scale

The average monthly salary for a person working as an office manager in Nigeria is based on experience, skills, location, and professionalism. The salary structure covers the base salary, housing, health, and transport allowances. Therefore, an office manager earns 278,000NGN per month in Nigeria. Salaries range from 142,000NGN to 428,000NGN for lowest and highest respectively.

Relatively, salaries for office managers in Great Britain vary based on the type of industry, employer, and level of responsibility involved. Experienced senior managers earn between 35,000GBP to 55,000GBP per year, while starting office managers earn around 18,000GBP to 30,000GBP per annum. In the United States of America, an office manager earns a national average salary of 47,417USD yearly.

Administration and Management

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